Digital Logbooks User Guide July 23

ELECTRONIC RECORD BOOK SOFTWARE
USER GUIDE
Digital Log Book Version 2.2.0.0, Document Version 6, Rev Date 29th July 2023
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Contents
INTRODUCTION .................................................................................................................................. 5
FEATURES........................................................................................................................................... 5
REQUIRED CONFIGURATION OF HARDWARE ...................................................................................... 6
OTHER SOFTWARE REQUIRED FOR INSTALLATION .............................................................................. 6

PRODUCT ACTIVATION & FIRST LOG IN ............................................................................................... 7
LOG IN TO THE SOFTWARE ................................................................................................................ 10

GUIDANCE NOTE FOR FIRST TIME LOGIN ........................................................................................... 13
UPDATING THE TANK ROBS ............................................................................................................... 13
CREATING A USER AND REGISTERING A SIGNATURE .......................................................................... 16
HOME PAGE ...................................................................................................................................... 18

VIEWING/EDITING AND SETTING UP TANKS....................................................................................... 20
SETTING PDF TEMPLATE FOR LOGS .................................................................................................... 22
VIEWING VESSEL PARTICULARS ......................................................................................................... 24
SLUDGE/BILGE GRAPH EXPLANATION. ............................................................................................... 25
DETAILS ON GRB STORAGE LOCATION DIAGRAM. .............................................................................. 26
MAP FEATURES ................................................................................................................................. 27

GPS SETTINGS.................................................................................................................................... 30
ROLE-BASED ACCESS CONTROL .......................................................................................................... 31
MAKING AN ENTRY IN A RECORD BOOK (ALL LOGS) ........................................................................... 32

Finger Printer Scanner............................................................................ 33
Signature Validate ................................................................................. 34
VIEWING ENTRIES (IN LOGS) .............................................................................................................. 36
EXAMPLE OF A COW ENTRY IN ORB PART II ....................................................................................... 38
MAKING ENTRIES IN GRB ................................................................................................................... 40
GRB- RECORDING INCINERATION ACTIVITY ........................................................................................ 42

VIEWING AUDIT LOGS ....................................................................................................................... 43
CREATING REPORTS........................................................................................................................... 44
MASTER’S SIGNATURE/PAGE OR GROUP OF ACTIVITIES VERIFICATION .............................................. 46
Master Signature At the bottom of the page: ......................................... 47
Master signature for a group of activities on incomplete page: ............... 47
CLEARING USER CONCURRENCY ........................................................................................................ 48

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AMENDING AND DELETING AN ENTRY ............................................................................................... 50
MISSED OR LATE ENTRY ..................................................................................................................... 51
STORING PSC/THIRD PARTY ENDORSEMENTS .................................................................................... 52
ATTACHING RECEIPTS & ENDORSEMENTS .......................................................................................... 53

LOGS ................................................................................................................................................. 54
CHANGING TIME ZONE ...................................................................................................................... 55

ALERTS .............................................................................................................................................. 56
VIEWING PENDING TASKS ................................................................................................................. 57
SIGNING OFF AN ENTRY FROM THE HOME SCREEN ............................................................................ 58

CHECKING THE STATUS OF AN ENTRY ................................................................................................ 59
DECLINING AN ENTRY AND CAPTURING A REMARK ........................................................................... 60
ONLINE EXPORT FUNCTIONALITY ....................................................................................................... 61

OFFLINE EXPORT FUNCTIONALITY ...................................................................................................... 64
EXCEL FILE EXPORT ............................................................................................................................ 67
SOFTWARE AUTO BACK UP ................................................................................................................ 68
DATABASE BACKUP ........................................................................................................................... 69

BACKUP ON USB / NAS OR EXTERNAL DRIVE...................................................................................... 70
RESTORE FROM DATABASE................................................................................................................ 73
Full Restore ........................................................................................... 73
Differential Restore ............................................................................... 75
PROTECTION OF DATA ....................................................................................................................... 78
INDEX OF ACTIVITIES IN DIGITAL LOGBOOK ....................................................................................... 78
DECK LOG BOOK ................................................................................................................................ 79

INTRODUCTION ................................................................................................................................. 79
ACCESS TO DECK LOGBOOK ............................................................................................................... 79
OVERVIEW PAGE OF DECK LOG .......................................................................................................... 80

WORK FLOW IN DECK LOG ................................................................................................................. 81
RECORDING ACTIVITIES IN THE DECK LOG .......................................................................................... 81
UPDATING THE VOYAGE AND HEADER DETAILS ................................................................................. 82
MAKING AN ENTRY AND SAVING AN ENTRY IN DECK LOG .................................................................. 83

SIGNING AN ENTRY IN DECK LOG ....................................................................................................... 86
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AMENDING AN ENTRY IN DECK LOG .................................................................................................. 88
SETTING FREQUENCY OF RECORDING ................................................................................................ 93
EXPORTING PDF REPORTS – COMPANY SPECIFIC TEMPLATE............................................................... 97
FILTERING AND VIEWING ACTIVITIES IN EVENT LOGS ......................................................................... 99

PAGE NOTATION IN DECK LOG ......................................................................................................... 100
LOGBOOK INSTRUCTION PAGE - PDF DOCUMENT ............................................................................ 101

GENERAL REMARKS ......................................................................................................................... 102
LOGBOOKS, CHECKLISTS & REPORTS ................................................................................................ 103
CHECKLISTS ..................................................................................................................................... 104

ENGINE LOGBOOK ........................................................................................................................... 105
ACCESS TO ENGINE LOGBOOK ......................................................................................................... 106
INTRODUCTION ............................................................................................................................... 107

SIGNING AN ENTRY ......................................................................................................................... 110
SIGNING FOR A PAGE ...................................................................................................................... 111
AMENDING OR DELETING AN ENTRY IN ENGINE LOG ....................................................................... 112
VIEWING RECORDS IN ENGINE LOGBOOK ........................................................................................ 114

OVERVIEW OF PENDING ACTIVITIES & SIGNATURES ......................................................................... 115
EXPORTING PDF REPORTS – COMPANY SPECIFIC TEMPLATE............................................................. 117
DECK LOG BOOK DATA TO VDR ........................................................................................................ 119

Process Flow ........................................................................................ 119
Integration Details ............................................................................... 119
SECURITY STANDARDS..................................................................................................................... 121
PROTECTION FEATURES (ENABLING CORRECT/ERROR FREE OPERATION) ......................................... 121

USER COMPETENCE, TRAINING, AND EXPERTISE .............................................................................. 121
END USER CONFIGURABLE PARAMETERS ......................................................................................... 121
USE OF ELECTRONIC RECORD BOOKS - MEPC 312.74 ........................................................................ 122

COPYRIGHT INFRINGEMENT ............................................................................................................ 125
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USER MANUAL
Introduction
Digital Logbooks software is an Electronic Record Book software approved to IMO Guidelines and MEPC 312/74.
The software complies with MARPOL requirements for syntax, codes, and data required. For operational logs
the software will comply with company SMS requirements or Flag states where mandated. Regulatory codes
are autogenerated by the software, the user requires to enter details as per the software prompts to complete
the entry. This makes record keeping a simple task, free from errors. Intelligent prompts and alerts ensure
accuracy and auditability of records. The software also does a validation check and captures detailed logs of all
activities.
Features
Electronic record books need to comply with the guidance for use of electronic record books under MARPOL.
Digital Logbooks has the following features which make the software fully compliant with this guideline. Besides
the minimum requirements by IMO, some additional features have also been provided.
✔ Security by password protection
✔ 3 step verifications as per role
✔ Automatic validation of entries (capacities, units, special areas, other criteria)
✔ Validations to ensure completeness of records/entries
✔ Complete history of records, with no limitation on the storage period
✔ Flexibility to create user-defined entries
✔ Inclusion of company-specific rules
✔ Electronic image-based biometric signature for authentication
✔ Encrypted storage – access to data only through the software
✔ Tamper proof and secure (entry cannot be altered)
✔ Captures detailed logs of user activity, operations, and alerts
✔ Tasks lists for each user, status updates
✔ Attachment upload against entries (receipts etc.)
✔ Back up of data and archiving every 24 hours
✔ Easy recovery from back up files
✔ Easy printing of historic records and selection of periods to print

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✔ Tracking and uploading PSC endorsements/Control by Shore Authorities
✔ Diagram of piping and ships tanks
✔ Daily sounding & tracking of contents
✔ Graphical display of sludge and bilge water generation
✔ Export feature to an office server
✔ Seamless software updates with continuity of existing data
✔ Easy to use & saves time
Required Configuration of Hardware
● Minimum RAM - 2 GB, (Free Memory)
● Minimum Free Disk space – 10 GB
● Microprocessor Speed – 1.5 GHz or faster processor.
Other Software Required for Installation
● DOT NET framework 4.6.1
● Minimum Windows Vista Service Pack 2
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Product Activation & first log in
Digital Logbooks can be downloaded and set up in trial mode or as a fully activated version using the product
key.
If you choose “Activate” you will require to send the client key to Greenlogs@navtor.com to obtain the product
key.
Caution: To activate the product you need to run the software as

administrator, then enter the product key
The trial version may run for 30 days.
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Once you press continue, the software will prompt you to log in.
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By default, the software has the following profiles. The user profile assigned will determine the screens
accessible.
These are standard profiles provided enabled to get you started.
First Name Last Name Username Designation Role Password

Test 3E 3e 3rd Engineer Incharge 1234
Test CE ce Chief Engineer Chief Engineer 1234
Test DO De Deck Officer Deck Officer 1234
Test MST mst Master Master 1234
Test CO co Chief Officer Chief officer 1234
Vessel Admin vadmin Vessel admin As assigned on board 1234
For environmental logs ship’s piping details, and tank details are required. This configurations is done by the
Digital Logbooks support team. Mail the vessel tank details, the piping arrangement to
Greenlogs@navtor.com. All details maybe filled in the configuration template file. The support team will send
you a fresh setup file with your vessel details when the vessel configuration is ready.
Based on the logs you have opted for the vessel will have access to any of the following logs:
1) ORB Part I
2) ORB Part II
3) Ballast Water log
4) Cargo Record Book
5) Garbage Record Book
6) Annex VI Log
7) Operational Logs
a. Deck Logbook
b. Engine Logbook
Additional Operational logs can be customized using the template tool in the software. The software can also
offer standard templates used by certain flags.
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Log in to the Software

Use any of the default passwords to log in
Update the Zone time
Caution: The software will pick up the system from the server time and apply the Zone time entered
by the user to calculate the local time. This prompt will appear at every login. Ensure the system time
of the server is correctly set to GMT
If this is the first time the software is being used see the guidance note for the first login.
After updating the Zone time and successfully saving the same, the user may now use the logs
Note: If another user has logged in to the software already, you will not be able to
change the zone time until the user has logged off.
Where a GPS feed has been provided the software will also alert the user if the server system time differs from
GMT time received in the GPS feed.
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Users will have access to only those logs that they have been assigned rights to. (Role Specific)
The default access rights to the stipulated Roles is below:
Engine Log Book

Deck Logbook
Ballast WRB
Annex VI
ORB-II,
ORB -I
Chem
GRB
Role Remark
Incharge Only for Engineers ( not assigned to deck staff) V,C,S - V,C,S - - - V,C,S
Deck Officer Only for Deck Officers ( not assigned for engine staff) - V - V,C V,C V,C,S -
Chief Officer Only for Chief Officer - V,C,S - V,C,S V,C,S V,C,S,PS -
Chief Engineer Only for Chief Engineer V,C,S2 - V,C, S PS
Master Only for Master V,C,PS V,C V,C,S,PS V
V View rights
C Create entry rights
S Rights to sign
PS Rights to sign for page
S2 Second Signature
Caution: Every user must use their own access credentials as their identity is linked to records created.
A user may be assigned only one role.
A user requiring multiple roles will need to be created with a duplicate set of credentials. Please discuss
such non standard requirements with the software support team.
For customer queries, change requests, or issues the following channels are to be used:
Email: Greenlogs@navtor.com
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Assigning Roles & Creating Users
Access to logs is determined by the role assigned.
To Add/Change/ or make a user inactive use any one of the roles below:
• Vessel Admin Role and the Master

• Master Role
Vessel admin role may be assigned to any crew member who is designated as admin on board
Warning!
Before making a user inactive or signing off a user make sure the Vessel
admin role password is known and active. ( to avoid getting locked out)
The rest of the staff can view various screens based on the user role assigned.
Note: User roles are also linked to the Signature work flow assigned to specific
activities
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Guidance note for First Time login
When starting the software for the first time after installation, the user needs to enter the tank ROBs to initialize
the tables. Upon first login, the user will be be prompted to Update Daily Rob. The user may update specific
tank volumes or click the dialogue box to intialise tank contents. Only after you complete this step can you
proceed to the next screen.
Updating the Tank ROBs
1. Click on the “ROB”.

2. Click on the Update ROB to update the Tank ROBs
3. Select the Date.
4. Click on the Apply Same Date and Time Button onl if you require a common date and time for all the
tanks being updated.
5. Enter the daily Tank ROB and select appropriate Event from the dropdown.
6. Click on the Save button to update the values.
7. Click on the Live ROB Menu (this page shows the current ROB in the tank)
8. If the volume of a tank is more than 85% an exclamation mark will appear next to the tank.
Caution: Please refer to detailed guidance note on ROB updates and the selection of events. During
routine ROB updates it is important to note the Apply Same date and time will update all tanks with
this time stamp, and save the existing figures as the current ROBs for all the tanks even if ROB is not
updated by user.
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Note: Digital Logbooks software allows the user to update the daily volumes (Tank
ROBs) recorded in the bunker tanks, Marpol 3.1 and 3.3 tanks, Ballast tanks,
Cargo tanks. The Software uses these tables to validate the transfers within
the ship. After a transfer, if a difference is noted between the calculated
contents and the amount that is retained, an alert will be raised. The user
may choose to ignore this alert and give a reason for the difference.
To select the Tank ROBs for a particular log use the drop-down
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An exclamation mark will show for volumes exceeding 85%.
To see complete history of tank ROB udates, select Full Inventory
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Creating a user and registering a signature
1) Log in to Digital Logbooks Application

Go to Admin Setup
Click on User Button.
Click on Add.
Enter the User details in the popup window.
Enter the Username, First Name, Last Name
Enter the Designation, DOB, License number
Pick the role for the user and set a password.
Enter the Sign on and Off date (or leave blank if still on board)
Mark as it is an Active user or not.
Click on Save Button.
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Upon login, the user may change his password by clicking on the change password.
In case the password is forgotten, the vessel admin or the master may reset and create a new
password.
CAUTION: To ensure that only authorized persons access the ERB, change
your password after you have been allocated a user id.
If you are using Digital Logbooks with a biometric signature pad, kindly contact Support Team
DigitalLogbooks@navtor.com to have it set up for your system.
Note: The biometric signature device is only required if your Flag state requires
signatures to be done using this method. If this is not required, the
access to set up of the device and the signature by mouse /pen will be
disabled.
In the Admin Setup page, various other subpages may be viewed, however, it is not possible to alter these
details without software support. Contact greenlogs@navtor.com if you wish to alter any of these setup
parameters.
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Home Page
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Viewing/Editing and setting up tanks
1) Log in to the Digital Logbooks application.

Go to Admin Setup Menu (only accessible to Vessel Admin)
Click on the Setup Tanks button.
Enter/Edit all ttanks.
Click Save.
Note: Other users do not have rights to edit. View and edit rights are
configurable and can be restricted for Admin users too. Get in touch
with DigitalLogbooks@navtor.com to request changes.
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There are 3 types of tanks that can be created: -
Tank – which is any tank in the machinery space for which you intend to track the contents and enforce
validation rules
Cargo Tank – Any tank in the cargo space for which you intend to track the contents and enforce
validation rules
Block – This is typically a collection point, could be a bilge well, or any other source which has no storage
capacity assigned. Blocks will show in the diagram however no associated validation will apply.
Note: Editing/creating rights for tanks are with the system admin and will be
done by the software provider before releasing the software
Tank Types: each tank will require a corresponding tank type. Tank types are created as per the group
under which the tank is. This would be a tank under the 3.1 or 3.3 list of the IOPP certificate. Similarly,
additional tank groups based on the activity may be created. (NON-IOPP Tank, BUNKER TANK,
LUBEOILTANK, etc.)
Tank Sub Type – This is used for segregating the low Sulphur tanks from the high Sulphur tanks for bunker
tanks. (incineration or evaporation functions etc.). Can be used for further segregations too.
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USER MANUAL
Setting PDF Template for Logs
To upload a pdf template please follow the below steps:
 Login as Vessel Admin

 Click on the settings icon on the top right corner as shown below
 Click on Application Setting
 Click on PDF Template. List of templates will show
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 Upload the required template.

 Click on Save.
Note: For updating vessel details you are requested to print the template with
vessel name and other particulars and upload the file back as a pdf in
the software. (after filling below details)
Note: In the Period From - To shown above , please enter “NA” , since date
range is defined by the user when printing.
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Viewing Vessel Particulars
To view vessel particular:
1) Log in to Digital Logbooks

2) Go to Home
3) Click on the Vessel Name display on the home screen as shown below, on clicking on the name all
the vessel particulars will be displayed for the respective vessel.
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Sludge/Bilge Graph Explanation.
Sludge/Bilge Graph shows the historic updateds to ROBs of the tanks.
The tank ROB changes when an update to a tank is done through “Update ROB” function or a record in
the ORB part I is made.
Sludge Transfers : Trend in the ROBs by date of all 3.1 tanks in Machindery space
Bilge Transfers
Above shows trend in ROBs for 3.3 Tanks of the Machinery Space
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Details on GRB Storage Location Diagram.
Based on the Garbage Management plan on board, total storage spaces are configured for the respective
categories of garbage on board. The below dashboard shows the percentage fill of all such storage spaces
aggregated by category.
Note: Collections exceeding the garbage space capacities will ask the user to
explain the excess. If you wish to disable these please contact the support team.
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Map Features
The map tile on home screen has the following features:
 Online/Offline Map : This feature toggles between Online/Offline mode. For using Online map you
will require an internet connection. Online map uses Open Street maps. If the internet connection
is poor then you can switch to Offline map. Offline map has limited zoomlevels.
 Live Vessel position with track, if the NAVBOX GPS API is enabled
 Distance calculation, this feature shows the distance from the nearest zone and is used for
planning purposes. (when you click on the map, an a red x mark will appear, the distance is
displayed on the right corner, this distance is the distance to the nearest environmental zone)
 Geotagged events – Shows any activity that was logged with position information
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a) You can also plot the course of the ship by using the tools option (Polyline) on the left side of the
map settings as shown below:
b) Created routes can be exported for reference.
You can define your own zone by using the below steps:
a) Select the type of tool for defining the zone i.e Polygon or Circle.
b) Select the zone path and click on finish.
c) Enter the Port Name and click on Yes.
Henceforth if a position recorded falls within this zone the user will get an alert when the activity is
saved.
 Load/Unload Shape File : This feature is currently not active in Digital Logbooks software.
 Clicking on the map will show the position of the cursor if position display is enabled
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This feature is active if Load Geotagged events has been selected.
Note: Clicking on a position displayed on the map (dot) will show the activity,
date and time.
 Color Setting: In this feature you can set a color code in the map for special zones.
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GPS Settings.
To set GPS:
 Login as Vessel Admin.

 Go to Settings as the top right corner.
 Select GPS Settings.
Note: Digital logbooks will work seamlessly with Navbox API settings. For
installations not Navbox, GPS feed will not be available
Distance Validation for any entries made in Digital Logbooks:

Distance validation field is used for comparing GPS positions captured from the device against the user
input Lat/Long when making entries in the logs. By entering the distance validation field the threshold for
such alerts is defined.
E.g. if the value is set to 0.5 N miles, and the user enters a position that is more than 0.5 miles from the
corresponding GPS position for that instant, an alert will be generated.
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Role-Based Access Control
Each user has a password, username, and an assigned role. The personal data of crew members such as
date of birth and license number and sign on and sign off date are captured in the database. (i.e. each
user has a unique personal login identifier)
Roles assigned to each rank
Please find the below list of table giving the details of the roles allocated to each Rank in Digital Logbooks:
Log Create Entry First Signature Second Page Update ROB Uploads to PSC Export PDF User Creation
Signature Signature Page Password Reset
ORB Part-1 Incharge/CE Incharge CE Master Incharge Incharge Incharge/CE/M Master/Vessel

/CE /CE aster Admin
ORB Part -2 Chief Chief Off NA Master Chief Off Chief Off Chief Master/Vessel
Off/Master Off/Master Admin
Cargo RB Chief Chief Off NA Master Chief Off Chief Off Chief Master/Vessel
Ballast Chief Chief Off NA Master Chief Off Chief Off Chief Master/Vessel
Water RB Off/Master Off/Master Admin
GRB Part -1 Chief Chief Off NA Master Chief Off Chief Off Chief Master/Vessel
GRB Part-2 Chief Chief Off NA Master Chief Off Chief Off Chief Master/Vessel
Annex VI Incharge/CE Incharge CE Master Incharge/CE Incharge/CE Incharge/CE/M Master/Vessel
Log aster Admin
Deck Log DO/Chief DO/Chief NA Chief DO/Chief NA DO/Chief Master/Vessel
Off/Master Off/Master Off/Master Off/Master Off/Master Admin
Engine Log Incharge/CE Incharge/CE NA CE Incharge/CE NA Incharge/CE Master/Vessel
Admin
Incharge: Watchkeeping Engineer

CE- Chief Engineer
DO- Deck Officer
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Making an entry in a Record Book (All Logs)
1) Select a log, e.g. Orb Part 1, the Page for creating an entry and viewing existing ORB entries will
appear
2) Click on activity Group.
3) Select the desired Activity within the list of activities.
4) Enter the details in the fields that appear (all fields are mandatory)
5) Press Save
6) Clear validations and alerts
7) Confirm if you wish to save
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Enter the second level password for authentication
8) Use any one of the following: (signature options are enabled by System Admin Team)
a) Dual password authentication ( as demonstrated above) to save the entry
b) Validation of the signature against a stored sample signature can be done when using the
Topaz or Signotec signature pad
c) Compare option (only available for Topaz Signature Pad) will show the stored signature vs.
Signature made
d) Click on Fingerprint to compare against the stored fingerprints of the user
e) Or press Close to create an unsigned entry
Caution: For electronic signature options or authentication standards required digital logbooks
refer to the Flag Administration guidance. Based on the Flag requirements only one of the
Signature options will be activated in the software.
9) Upon saving, the entry will be created in the log
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Finger Printer Scanner
1) Click on Fingerprint
2) Place your finger on the scanner – when it glows red
3) If the fingerprint matches the following message will be displayed
4) Fingerprint authentication icon will be captured in the log as below
Signature Validate
1) Click on validate
2) A new window will open in another browser
3) Sign and then click on the validate button.
4) If Signature matches the below message will be displayed
5) Click on OK to continue
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Biometric Signature Match Method
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Viewing Entries (in Logs)

1) Got to the page specific to the log to view – Click on View entries in tabular form
2) Activity Record Book
a) This page displays the entries created in the log and the status
b) User may sign an entry by clicking on the icon for first/second signature)
c) User may amend or strike off the entry
3) Show/Hide - Click on Show/Hide to see ORB Page as it would appear when printed
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Example of a COW Entry in ORB Part II
Please find the below steps to perform a COW entry:
 Login as Chief Officer.

 Go to ORB Part II.
 Select the activity Crude Oil Washing (COW Tankers).
 Make the following entry as follows:
Select the tanks and enter the dates.
Enter the Port Name
Enter Count of TW Machines
Choose the tanks cleaning machine

locations, these are the locations of
the machines within the tank
(port/stbd/centre etc.)
once you enter the count of TW

Machines you will be prompted to
enter the locations within the Cargo
Tank for these TW Machines
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Fill out the remaining fields, note the

user may type in other details as
required.
 Click on Save.
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Making entries in GRB
Entry in the GRB follows the same pattern as other logs. Users can access GRB, Part I and II as applicable
to the ships operations. Entries into the exceptions page are captured when an entry is made under
Accidental Discharge.
Such entries will be captured in the below template.
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To see the entries captured in the Exceptions sheet
1. Go to the Reports page.

2. Select GRB
3. Click on Routine/Exceptions to toggle between views
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GRB- Recording Incineration Activity
Please find the below steps for incineration activity:
 Go to GRB Part 1
 Click on Incineration
 Enter the date and time
 Enter the Start and Stop Lat/Long
 Select the Category and Code eg: Operational Wastes/Plastics etc
 Specify the Remark eg: Oily rags,papers etc
 Click on Save
Remarks as to the type of Garbage may also be included by the user.
The preview is as shown below:
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Viewing Audit Logs
1) Click on the Audit Log Menu.

2) Activity Log: This page captures details of all activities, alerts, and remarks along with user details.
This log may be exported as a CSV file for further analysis. This Activity log is accessible to all users.
Access rights may be alteredif desired. Contact Support team.
3) Inventory log: Stores details of transfers between a source tank and a destination tank with its
associated log/alerts. A drop-down allows you to choose between different logs. ( noted in ORB
Part I)
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4) Activity Log: From log in to log out all user Activity details captured in the log created. You may
export this log as a CSV file for further analysis.Note: Alerts, aborted entries are also recorded in
the log. This log is visible to the select roles, currently configured to Master Role.
Creating reports
Reports: Allows the user to make a selection of pages using a date range. Clicking on view/export, a report
in PDF or CSV form maybe extarcted. Such reports may be used for the following:
• Storing the activity records in hard copy and signing them as a true copy
• Recording endorsements of inspectors or third parties
• For printing records when an investigation requires hard copies of the log
1) Select the period for which entries are to be checked by using the to/from fields. This page gives
details of the people who have created and approved or verified the entry.
2) Export in Excel form to get the table.
3) Show/Hide will display the Record Book page. Export the view in the selection to a PDF document.
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4) View from the Show/Hide. (this will toggle between the tabular to Record Book Page view)
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Master’s Signature/Page or Group of Activities Verification
Once a Record Book entry is made, the master may sign by doing the following:
1) Sign for a group of entries on an incomplete page

2) Sign for a completed page of entries
3) This signature is done by the master accessing the bottom of the page and clicking on the sign icon
Note: Master may sign using any one of the methods outlined in the Signature
Section
Caution: Master will be able to sign the entry only if all activities have been completed and signed
as per workflow. Master can sign completed pages from first last. Signatures are not allowed in
a random sequence.
Note: The status of the entry will show pending verification/signature by

master, however as and when the page completes a notification for
master’s signature will show on the notifications bell. Use that as the
cue to sign for a completed page.
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Master Signature At the bottom of the page:
Master signature for a group of activities on incomplete page:
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Clearing User Concurrency
Reason for user concurrency alert:
Case 1: “You may update the time zone only when all other users logged out.”
Change of zone time is allowed only if all other users are logged out. This is for ensuring that zone time is
not changed by another user while the application is in use or an entry is being created.r.
Steps to clear above alert.
1) Ensure all users are logged out from each computer on the network,
2) Once all users are logged out of the application and the application is closed.
3) Login and now change the zone time.
Case 2: If a user does not log out properly from the application then the Activity pages may get blocked
by user concurrency.
Steps to clear user concurrency:
Login with Vessel Admin (Username/Password: vadmin)
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1. Go to Admin Setup.
2. View User Concurrency.
3. Click on the edit button.
4. Uncheck the Status
5. Click on Save Button
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Amending and Deleting an Entry
1) Access the screen by going to ORB Part I page, click on view as shown below.
2) A window will open as shown below now scroll to the right. Click on the icon to mark the entry
wrong/amend.
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Missed or Late Entry
If you make the entry out of chronological sequence the electronic oil record book software will accept
this entry as a late entry. (In ORB Part I, Code I followed by the actual code for the entry)
E.g.
• If a Weekly Inventory was created for 15th January,

• Then a bilge water transfer pertaining to 14th January, the second entry will be considered a late
entry.
If any activity recorded out of sequence/chronology the software will record this as a
missed/late entry.
Inserting Activity 3 after Activity 2 will be taken as a missed/late entry.
Actvity 3 will be recorded in the Logbook after Activity 2, using the date and time of making this entry in
log book.
Warning!
When selecting the “Date and time of entry in the log book” for a missed
entry ensure that there are no other activities to record that completed
before this and date time.
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Storing PSC/Third Party Endorsements
This feature allows you to upload any of the pages, reports that have been endorsed and checked by a PSC
officer or a third-party inspector.
1) Print the records from the Record Book

2) Present the same to the Inspector
3) Complete signature endorsement on the page
4) Go to the PSC menu, click on add, give a brief description, upload the scans and attachments
Note: You may attach all types of files (size limitation is 1 MB)
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Attaching Receipts & Endorsements
Certain activities allow for attachments to be uploaded. Typically, these are the activities where the user
needs to upload a receipt, certificate, or endorsement, delivery notes, etc.
Once uploaded the attachments can be viewed by
1) Go to the log
2) Cliclk on view to view the “Activity Record Book”
3) Click on the attachment colum to open the saved attachment
4) On the screen select the upload icon in the files column for the specific inspection
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Logs
These logs store all system events and access details as well as updates. All logs are stored as UTC and Local
time on board.
Upon login, users may update zone time, if the computer is connected to the internet the UTC time is picked
from the net.
CAUTION: You are required to enter the correct zone time and ensure that the system time is set
to UTC Time for record books to show correct entries in local time
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Changing Time zone
As the vessel is moving from one place to another, Time Zone also needs to be changed in the application.
Time Zone may be changed at log in or by clicking on the clock displayed in the software.
1) Click on the time that is shown on the right top of the application, a Time Zone setting window will
appear.
2) In the Time Zone setting window, specify the time zone
3) Click on Save Time Zone.
Note: Time Zone may be changed when all others have logged off from the
software. This protection is given for ensuring that no conflicts in time
zone arise during record-keeping by multiple users simultaneously
accessing the software.
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Alerts
The user can check for pending alerts by clicking on the alarm bell icon.
1) Click on the icon.

2) All the alert messages that are still unaddressed will appear.
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Viewing Pending tasks
Upon login into the application, as per user roles, the list of pending tasks will be shown on the home screen.
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Signing off an entry from the Home screen
1) If you wish to preview the details of the entry this can be done by pressing the preview icon.
2) If your role is allowed to sign for the entry, however, the entry has been made by someone else (
who has left it unsigned), you will be prompted to confirm if you wish to sign off for an entry made
by this person.
3) Once you sign off on the entry, the task will disappear
Note: Signing is allowed based on your role, e.g. the chief engineer cannot sign
on behalf of the engineer in charge of the watch.
Note: Since the regulation requires master to site all activities before signing,
the master cannot sign using this function, as he has to view the page
and sign for the activities visible in this page.
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Checking the Status of an Entry
An entry created in the Record Book is assigned a status as per the workflow which can any one of the
below
1) Create the entry – Save (unsigned) – Signed by 1St Authorizer – Signed by Second Authorizer –
Verified by Master
2) Create the entry – Save (unsigned) – Signed by 1St Authorizer – Verified by Master
To view the status of an entry, go to the Activity Record Page. This will show the status of verifications and
signatures.
Note: As per the MEPC guidelines every activity has to show its status.
As an example of ORB Part I, status will change from
– Pending Signature by Incharge-Pending Signature by Chief engineer- Pending Signature by Master
Although the activity may show pending signature by master, the master may
decide when he wishes to sign the log by browsing to the page.
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Declining an entry and capturing a remark
A user may decline to sign an activity, by giving a reason why the activity is declined. (this function may
be inactive in your version)
To decline signing
1) Take any pending Task from the Task Pane

2) From the signature window, Click on the decline button.
3) Give a reason and save
This feature is disabled since there is provision for declining in MARPOL
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Online Export Functionality
If the user wishes to export the oil record book data files, this can be done via an internet connection and
viewed through a server module. The server module is only for displaying the oil record book data. (it has
no data input screens)
Procedure to export the data files online.
1) Login as Vessel Admin

2) Click on the Export Online option in Export Settings
3) Click on OK.
4) Once the export is completed, a message will pop up regarding the upload status.
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Office side can view the data exported in office module.
Please log into the URL provided by Digital Logbooks Support team, with the user credentials provided.
1) Log in to the web portal

2) Key in credentials
3) Click on vessel name as per fleet visible
4) View records of the vessel
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Offline Export Functionality
If the user wishes to export the oil record book data files and share them via email. The Export Offline
function in settings can be used.
Procedure to export the data files.
1) Login as Vessel Admin

2) Click on the Export Offline option in Export Settings
3) Click on OK.
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4) Depending on the requirement you can select one of the following options: From initial sync and
From Last Sync Date. After selecting your desired option click Yes.
5) A Pop up will be displayed confirming successful export of the files and the file will be saved in the
Downloads folder.
6) The exported files can now be zipped and shared with the office via email.
7) Upon receipt, in the office log in to office URL
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8) Select offline import, browse to the folder where files are stored.
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Excel File Export
a) Select the period for the report

b) Click on Export as XML or Excel
c) Select folder and filename
d) View file once complete
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Software auto back up
1) Format of back up file is a zip file comprising of the database. A differential back up is also created
every hour.
2) The storage location is in the C drive of the local computer or as designated/configured during
setup.
3) The daily full backup file is recreated every 24 hours.
4) If USB/NAS or shared drice is selected for storage there will always
a) The last 3 days Full back (Today, Today-1, Today-2)
b) Diffrential Back created at every hour has all data from the current time to the date and time of
the Daily back up.
Note: Any point of time the folder would have the last 3 diffrential backups
5) If the computer or software crashes the user has the choice of picking up the latest BACK UP file
along with the latest differential back up file for restoring
6) Follow restore procedure for data recovery
Back up location can be specified during setup; the default location is shown in the attached screenshot.
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Database Backup
The backup file of the database can be saved in a local drive or a network drive.
1) Log in as Vessel admin (Vadmin) and click on Settings.

2) Click on the “Backup Database” at the right top of the application.
3) Click “Yes” to the message box that is shown and choose where the data need to backup.
4) After selecting the folder click ok, then data backup is automatically done to
OrbWebAngular\wwwroot\DatabaseBackup folder.
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Backup on USB / NAS or External Drive.
Why backup is important in Digital Logbooks?

To create a copy of data that can be recovered in event of any failure or disaster Digital Logbooks creates
a back up file. The Back up file helps the vessel recover from a failure of hardware, or software failure, or
data corruption, malicious attacks (virus or malware) or accidental deletion of data.
As a precaution for such failures, Backup of Digital Logbooks application database can be configured to a
NAS or external drive. A daily backup will be created in this location.
If there is any data loss due to the incident, then the logs can be recovered from the backup stored on
NAS or external drives.
The Digital Logbooks Application backup can be done in three ways:
1. NAS Drive
2. Shared Folder
3. USB
NAS(Network Attached Storage) Drive:

• NAS device is basically as storage device connected to a network that allows storage and
retrieval of data from a central location for authorized network users and varied clients.
• It is like having a private cloud in the office.
• NAS is accessed through a network, instead of connecting directly to a computer.
Shared Folder/USB
• Shared drive and USB are external storage can be configured on server where Digital
Logbooks is installed.
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Followings are steps for configuration of backup path
1) Click on setting wheel

2) Open Backup / Reset / restore
3) Click on Backup Path Config
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4) Following screen is displayed where we need to enter the details of the USB path or NAS / Shared
drive with password.
5) Once the configuration is done, click on ok.

6) Following dialogue box is shown confirming the changes are saved.
Warning!
For disaster recovery the company must set IT policy to have a backup or
mirror image of the Server. Alternately a physical copy of the backup file
created must be maintained.
Caution: This functionality needs to be set up and tested by your IT administrator to ensure all
folder access rights are correctly set.
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Restore from Database
The vessel admin can restore the database from a previously saved database depending upon their needs.
Full Restore
1) Log in as Vessel Admin.
2) Select Restore Database from the settings from the right top of the application.
3) Click on Full Restore and then Yes, a popup will come up for file location.
4) Choose the backup file and click open
5) The database will be restored.
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Differential Restore
1) Log in as Vessel Admin.
2) Select Restore Database from the settings from the right top of the application.
3) Click on Full Restore and then Yes, a popup will come up for file location.
4) Choose full restore backup file
5) Open full backup file
6) Choose the differential backup file from the differential backup folder
7) Open differential backup file
8) Click on OK
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Protection of Data
Data entered in the Electronic record book, is stored in a SQL data base that is encrypted and password
protected. Besides encryption of passwords, signatures and data stored in the activities table the software
does not allow any data to be deleted.
If a mistake is made in an entry the user cannot delete the record. The entry made will require to be
struck off and the struck off record will be visible in the log.
Index of Activities in Digital logbook

For an Index of Activities in Digital Logbook, kindly get in touch with the following email ID:
DigitalLogbooks@navtor.com
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DECK LOG BOOK
Introduction
The Digital Logbooks Electronic/Record Book software Suite unifies and integrates all logs on board under
a single application.
Operational logs such as the Deck and Engine Logs can be custom built giving a seamless integration with
the company’s existing paper-based logs.
Note: Deck and Engine logs may require additional approval from the Flag state
of your vessel. Make sure this confirmed before using the system as the
primary means of record keeping
Access to Deck Logbook

The deck logbook will be accessible to the following roles:
• Deck Officer
• Chief Officer
• Master
Note: The user role “Incharge” is used for duty engineer do not assign this role
to a deck officer
Any one of the above roles can create an entry, and sign an entry.
By default page level signatures are only provided to the role of Chief Officer and the Master.
The above signatures flows are set for the deck log book and each crew member needs to be assigned one
of the three roles.
Warning!
Each user must be assigned a fixed role as events are logged with the
name and rank of the user, including the role assigned.
If the work flow or crew complement is different on board, you must reach out to the software support
team for making necessary changes to the software.
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Overview Page of Deck Log
Access the deck log from the Main Menu bar as shown below.
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Work Flow in Deck Log

The user must follow the below process when making an entry
Recording Activities in the Deck Log
The record keeping events in the Deck Log book section will be grouped into various Groups
any one of the 4 categories
1) Watch Keeping: This would have all activities required to be logged while performing navigation
watches, port watches, anchor watches.
2) Noon Report: This activity will prompt the user to enter details required for noon reporting on
board. Under this various other reports could also be created. ( Performance etc.)
3) Vessel Condition: Under this details such as draft and other Departure Information, Security
Requirements etc. maybe entered
4) Routines: Under this group all inspections, fire patrols, and other miscellaneous remarks can be
recorded.
Note: The groups of activities may vary as per the customized log designed.
To see the Groups and activities user can toggle between “Report View”,
and the “Event Log”
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Updating the Voyage and Header Details
1. Click on Deck log

2. Click on the ‘Edit Details’ option given at the header.
3. Click on edit to update the Voyage Number and header Details
Note: The voyage data will appear on the header of the pages printed as per log
template in use
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Making an Entry and Saving an entry in Deck Log
Based on user preference an activity may be logged using any one of the 3 methods:
All activities in the Digital Log book are displayed in GMT and Local time.
The entries are displayed on the pages using GMT Date and time in increasing order.
Pages are created using the GMT date and time.
Note: Due to the above if the ship were to be at GMT +04:00, and an entry
made at 03:00 LT 29th July 2023, will show up in the log book as GMT
28th July 2023 23:00 hrs.
Method 1 – By activity
1. Navigate to “Deck Log” on the menu

2. Click on One the Sub Log – “Deck Log”
3. Expand the Main Group and click on the Activity
4. Fill the form and once done click on save.
Method 2 – On Template
1. Click on Report
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2. Template will open and display the last page recorded (or as per selection in From – To date filter)
3. Click on any cell to add, edit or delete.
Edit
Add
Method 3 – Task Bar
1. On home Page goto my task lists

2. Click on Auto Trigger
3. Select duration, click OK to cereate tasks
4. Check tasks that are due, or overdue
5. Click on hyper link to complete log keeping task
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Signing an Entry in Deck Log
1. Login as Chief Officer /Deck officer/ Master

3. Click on Event Logs
4. Select the entry that must be signed.
5. Click on sign
6. Click on Yes for confirmation.
7. User then can sign and click on save.
Note: An activity can be set to have a single signature or two signatures. By

default the deck log book actvitities require a single signature and have
two page clevel signatures. ( Chief officer and Master)
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Note: User can select multiple entries and sign them off with a single signature,
however, when selecting multiple entries these entries need to be
selected sequentially.
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Amending an Entry in Deck Log

2. Click on Running Logs.
3. Click on Edit Activity.
4. Select Amendment.
Note: If the entry is signed, software will request for a reason for Amendment.
5. Make the required changes.
6. Save the entry.
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The entry amended will be struck off and the new entry will be created with the changed details.
See below example of amended entry in the Event log.
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Deleting an entry in Deck Log

2. Click on Running Logs.
3. Click on Edit Activity.
4. Select Delete.
Note: If the entry is signed, software will request for a reason for Amendment.
5. Software will prompt to confirm, click on Yes
6. User can sign and click on Save
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A deleted entry will appear in the Event log as below:
In the report template the deleted entry will appear as below:
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Completing Page Signature

For the deck log the chief officer and the master need to sign for a page completed.
Note: Master will be able to sign only after the Chief Officer has completed his
signature
1. Login as Chief Officer/Master

2. Go to Deck Log and then on running Logs.
3. Click on Page Sign
4. Click on CO Sign/Master Sign.
5. Make signatures using signature pad or user credentials. ( as per approved signature means)
6. Save the signature.
Note: Page signature can be done only when all activities on page or the are
signed
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Setting Frequency of Recording
Vessel Admin/Master can list activities that need to be recorded with the frequency and interval of
recording.
This will assist master during daily verification whether each watch keeper completed his records in line
with frequency/number of expected entires set.
A minimum number of records to be performed each day for various activities may also be set.
We recommend before starting to use Deck log, these settings are made in software by Master or Vessel
Admin with alignment to management requirements.
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Overview of Pending Signatures and Activities
To get an overview of all pending signatures and activities in the deck log do the following:
2) Login with Chief Officer/Master/Deck Officer/Vadmin

3) Click on Task Summary icon
4) Deck log summary page will be displayed
Note: This will show status of all pending activities for selected interval.
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First Sign: This column indicates the number of entries that are unsigned in the log on the date listed.
Clicking on the Pending figure will open a window for viewing and signing the activity
Second Sign: This indicates the number of second signatures pending.
Page Sign(1): This column indicates First page level signatures pending on the date listed. Clicking on the
Pending figure will open a window for viewing and signing the page. Bydefault this right is provided to
Chief Officer.
Page Sign(2) This column indicates the Second page level signatures pending on the date listed. Clicking
on the Pending figure will open a window for viewing and signing the page. Bydefault this right is provided
to Master.
Pending Activities: This indicates the number of activities that were not completed on that day. This is
ascertained by comparing the activities recorded vs. the expected number set in the Actvity frequency
table. Clicking on this coloumn will show list of activities that were not created on that day.
You may also click on the singnature coloumn to complete pending signatures.
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Display of Pending Activities
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Exporting PDF Reports – Company Specific Template
1. Click on deck log.

2. Click on Event logs.
3. Select the Period for which user wants to export PDF report
4. For exporting Logs as PDF.
5. To export Report Template
a. Click on Report
b. The default template will load, you may choose a different template from the drop down if
desired
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c. After selecting the Template will load, Click on “Export”
d. PDF report will be generated
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Filtering and Viewing activities in Event Logs
1) Select the date range for the activities

2) Click on Search
3) All activities recorded in chronological order will be displayed
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Page Notation in Deck Log
Pages in the deck log are numbered by referencing them to the date- template page- running page
If the deck log book has a left and right page, the numbers shown in blue will indicate the side of the
template.
For e.g. 13-Sep-2022-1-1 LEFT SIDE
The blue number stands for the left hand side page of the deck log on the 13 September, and the red
number indicates that this is the right side page on that day.
If the user filled up all rows on the 13th Sept on the left page the page number would be incremented as
shown below inred.
13-Sep-2022-1-2 , The red number indicates the number of pages filled for that day.
For the right hand side page the blue number would be “2” e.g. For e.g. 13-Sep-2022-2-1 RIGHT SIDE
Alternately the logs can be created in chronological sequence, where each entry is created as row and the
page transition is on completion of the rows on the page. Example of this would be the Chronometer Log
if the same has been activated on your ship.
Note: The red and blue notation are shown above for illustration purposes, all
the numbering on the deck log template will appear in black font
All activities in the Deck Log are shown in Local time, however the entries
are shown sequentially using GMT
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Logbook Instruction Page - PDF document
For including at the start of a log book a set of instructions, and guidance a PDF that the staff must follow.
These details can be created as a PDF document to attach at the start of the log book.
1. Login as Admin
2. Click on settings.
3. Click on PDF template.
4. For DeckLog click on Choose.
5. Choose a PDF template.
6. Click on Save.
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General Remarks
The general remarks section is used for capturing events and tagging them for specific reporting to Time
Sheets and Statement of facts.
General Remarks
• can be customized to the naming convention followed on your vessels.

• Allow for an autotext to be created
Selecting the Text will auto fill the text box
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Additionally is you wish to add a position you may do so by clicking on Latitude/Longitude
Clicking on insert will capture the coordinates next to the entry.
Caution!
When updating a position please do that as the final step after capturing the remark
For updating the list of such events and auto population fields contact the software support team.
Logbooks, Checklists & Reports

Under the decklogbook individual sub logs can be created, Checklists and Reports.
• The GMDSS Log, Choronometer Log, Radar Logs are examples of additional log books that can be
created and reported in individual templates. The format of log books can be set to a day wise
page format or a tabular format having fixed number of rows. Page level signatures maybe
configured only for Day wise logs.
• Checklists can be customized to company requirements and used for auto logging of events.
• Reports can be custom built and auto populated from various entries in other logs
To access any of these use the menu below the voyage details.
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Checklists
Under the checklists menu individual checklists maybe viewed, edited or filled.
Checklists maybe exported to PDF format using the export button.
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ENGINE LOGBOOK
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Access to Engine Logbook
The Engine log book will be accessible to the following roles:
• Incharge
• Chief engineer
• Master (only for viewing)
Crew assigned the roles of Incharge or Chief engineer have rights to create and sign entries.
Page level signatures are only provided to the role the Chief engineer. ( additional signatures if required
maybe configured)
Warning!
Each user must be assigned a fixed role as events are logged with the
name and designation of the user, including the role assigned.
If the work flow or crew complement is different on board, you must reach out to the software support
team for making necessary changes to the software. Unique crew complement or structure may need
software level changes and may not be possible through configurations and settings.
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Introduction
The Engine Log book, is created by using your company existing template or maybe be one of the
standard templates available in Digital Logbooks software.
Make sure you have the Template Guidance Notes for knowing the mapping between the template and
the Activities being reported.
Based on user preference an activity may be logged using any one of the 3 methods:
All activities in the Digital Log book are displayed in GMT and Local time.
The entries are displayed on the pages using GMT Date and time in increasing order.
Pages are created using the GMT date and time.
Note: Due to the above if the ship were to be at GMT +04:00, and an entry
made at 03:00 LT 29th July 2023, will show up in the log book as GMT
28th July 2023 23:00 hrs.
Method 1 – By activity
1. Navigate to “Engine Log” on the menu

2. Click on One the Sub Log – “Engine Log”
3. Expand the Main Group and click on the Activity
4. Click on Add new and fill the form
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Method 2 – On Template
4. Click on Report
5. Template will open and display the last page recorded (or as per selection in From – To date filter)
6. Click on any cell to add, edit or delete.
Edit
Add
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Method 3 – Task Bar
6. On home Page goto my task lists

7. Click on Auto Trigger
8. Select duration, click OK to cereate tasks
9. Check tasks that are due, or overdue
10. Click on hyper link to complete log keeping task
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Signing an entry
1) Login as Incharge
2) Click on Engine Log
3) Click on First/Second Sign.
4) Select the entries that has to signed.
5) Click on sign
6) Sign activity using user credentials or signature pad.
7) Save the signature.
Note: Chief engineer can sign after the Incharge signature is done.
Master can sign only after the Incharge and chief engineer signature is done
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Signing for a Page

1) Login as Chief Engineer
3) Click on Page Sign
4) Select the date for which the page signature has to be done.
5) Click on sign.
6) Sign activity using user credentials or signature pad.
7) Save the signature
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Amending or Deleting an Entry in Engine Log

2) For amending an entry, click on the edit button.
a) Edit the entry
b) Click on Green Tick Save the entry.
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3) For deleting an entry, click on the edit button.

a) Click on Delete icon to delete the entry.
b) Click on yes when software requests confirmation
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Viewing Records in Engine Logbook
7. Go to Engine logbook, click on Event Log

8. Enter the Date range and click on Search
9. Software will display historic records entered in Engine logbook
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Overview of Pending Activities & Signatures
To get a quick overview of activities that are pending and yet to be signed the user may follow the below
steps
1) Go to the Summary Icon

2) Table will be display showing all unsigned activities and pages till date
First Sign: This column indicates the number of entries with first level signature pending in the log on the
date listed. Clicking on the Pending figure will open a window for viewing and signing the activity
First Sign: This column indicates the number of entries with second level signature pending in the log on
the date listed. Clicking on the Pending figure will open a window for viewing and signing the activity
Page Sign(1): First page level signature is pending on the date listed. Clicking on the Pending figure will
open a window for viewing and signing the page
Page Sign(2): Second page level signature is pending on the date listed. Clicking on the Pending figure will
open a window for viewing and signing the page
Pending Activities: This indicates the number of activities that were not completed on that date. Clicking
on this number will show the list of activities that were not created on that day. Pending activities are
creates basis the number of activities the vessel expects to record in the Engine log on a daily basis.
1. To sign an activity click on the pending under respective column, the list of activities appear
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2. Select individually or select all
3. Click on Sign & complete as per the normal workflow
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Exporting PDF Reports – Company Specific Template
6. Click on Engine log.

7. Click on Event logs.
8. Select the Period for which user wants to export PDF report
9. To export Report Template
a. Click on Report
b. The default template will load, you may choose a different template from the drop down if
desired
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c. After selecting the Template will load, Click on “Export”

d. PDF report will be generated
Reports
Under the Engine Logs customized reports can be created. To access these reports click on the menu bar
below the voyage details.
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Deck Log book data to VDR

Digital Logbooks software can be used for recording all operational records and storing this data in the
VDR (voyage data recorder) is installed on ship.
Process Flow
Digital Logbooks application will generate the Deck Logs in zip format and send it to VDR SDK.
VDR SDK will send it to VDR in standard IEC 61162- 450 format. VDR will retain those document as per its
data retention policy.
Integration Details
Digital Logbooks
Ensure check box is selected to export data to VDR

Scheduler generates VDR file at specified intervals
9) A check for VDR connection is done ( IP and Port )
10) If no error Deck Log Zip PDF, file is created and compressed in zip format
11) The file is sent to the VDR SDK
VDR SDK
12) VDR SDK will received file in memory along with VDR connection details. It will create the data in
IEC 61162-450 format and send to VDR by establishing the connection.
VDR
13) VDR will save the data as per its retention policy. VDR will have its own software which can help to
extract the data saved and provide the zip file for downloading.
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Security Standards
1) Oil record Book Data Base:

The oil record book data file is stored in SQL server 2012. Within the SQL Server Express Edition the engine
encrypts the datafile with a password. The password created by the software is used for the encryption.
1) Signature Files
All signature files captured in the system are encrypted using the Advanced Encryption Standard.
The Advanced Encryption Standard or AES is also called Rijndael cipher. AES supports 128, 192 and 256-bit
encryption, which can be determined by the key size, 128-bit encryption key size is 16 bytes, 192-bit
encryption key is 24 bytes and 256-bit encryption key size is 32 bytes. AES Encryption allows for good
performance and a good level of security. AES Encryption is a symmetric cipher and uses the same key for
encryption and decryption.
Protection Features (Enabling Correct/Error free operation)
Validation rules ensure errors are minimized.
Alerts to prompt the user on a potential error are logged and can be used to guide the staff repeatedly
making errors
User competence, training, and expertise
1) Officers in charge of the operations must possess valid certificate of

2) competence from the vessel flag state.
3) Training for the application will be provided by shore staff before the Officer’s signs on or through a
CBT Module, presentation, user manual.
4) All Entries are to be made and signed by the officer or officers in charge of the operations
concerned and each completed page shall be signed by the master of the ship.
End user Configurable Parameters
a) Admin page, for setting up names of users

b) Specific syntax requirements for ORB entries , this is done by software administrator
c) Setting up of all ship specific tanks and, pipelines. This is done by software administrator.
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Use of electronic record books - MEPC 312.74
Digital Logbooks software meets the following requirements stipulated in the guidelines
S No. IMO Guideline Meets Digital Logbooks reference, details

requirement
1 MARPOL regulations Yes Index of activity, user manual
2 Approval of administration Yes Approved by various flag states
3 Validation and accuracy of entry Yes Software enforces validation and check rules that ensure completeness of all
entries
4 Retention Period Yes No limitation
5 Uniform and standard data formats Yes Same conventions as used on the ship and for map projections
6 Updates of rules and integrity of data during Yes The update process allows for both
an update
7 Security and accountability Yes Role based access control implemented
Digital image based signature
Entries once cannot be altered
Deletion of any record not possible
Detailed log of all activity and traceability maintained
Amendment possible only by re-entry, incorrect entre will require to be struck off
giving a reason
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requirement
Master signature and verification of entries on page, requires entry of password to

allow sign off
Prompt recording – users are forced to enter in chronological order as an entry for
a previous period cannot be inserted after the last recorded entry in the ORB, (can
be as a late entry)
Reverification by master – should an entry be crossed out same will require to be

verified again by master (amendments are not possible)
Reminder for verification provided in task pane upon log in
Capable of attaching receipts and endorsements in the ORB – and linking the same
to an activity undertaken
Business Continuity Plan Is enabled to support company business continuity plan by providing a back up of
the data base which is to handled by company IT policies.
8 Back up of Data Yes Every 24-hour period – automatic schedule
9 Data recovery Yes From daily back up file, this is an offline file
10 Power Back up NA Vessel instructions to set up on computer or network with UPS supply
11 Data encrypted Yes Data base file is encrypted and the access to data base is password restricted
12 Transfer of Data yes By copying the back-up files and opening the same by restoring from the software
the information maybe restored
13 Output format and printing Yes Printing through the software upon restoring
14 Off line record requirements as required by To be discussed Currently Digital Logbooks offline record printing feature prints the pages of the
the administration ORB with the name and date of signing captured as per the log in credentials and
the digital image based signature of the user.
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USER MANUAL

requirement
15 Computers and Peripherals in accordance To be discussed Windows based and no hardware constraints
with IEC 60092 and IEC 60533 and Class Rules
16 Ability to meet company verification and Yes Has various features for tracking and reporting. Capable of being customised to
audit requirements meet customer requirements
17 Meeting Flag state survey requirements To be discussed Currently all features provided however flag specific additional requirements can
be incorporated
18 Should be a part of ship board equipment Yes The installation of the software will have to be a on a local computer or server. The
software will be registered to that particular computer with the vessel details and
no additional devices may be used or are required for the display
19 Prosecution- allow for printing and include Yes Can export details of all transactions and print pages required
details – names, changes made to entries,
date and time of printing, name and version
number of oil record book, page numbering
20 Electronic record book Manufacturer Ingenium Marine Solutions Pvt. Ltd./Ingenium Marine ME
21 Electronic Record Book Supplier Digital Logbooks, product name under Ingenium Marine Solutions
22 Electronic Record Book Installer Installable by crew
23 Electronic Record Book Software Version Version 2.0.0.0
24 Declaration submission TBD To be obtained by vessel manager upon completion of MOC/Training
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Copyright Infringement
The software is authorized for use only on the computer which has been licensed by Digital Logbooks.
For activation of the product the user is required to submit a Client key based on which an
autogenerated license key/product key is provided. Digital Logbooks will then issue a Product Key which
will activate the product for the duration agreed.
The software can be installed in evaluation mode. The software may not be copied or installed without
consent from Ingenium Marine. Any attempt to copy, install on systems other than the systems
authorized by the product key will be considered as a copyright infringement.
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Digital Logbooks User Guide July 23

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ELECTRONIC RECORD BOOK SOFTWARE

OTHER SOFTWARE REQUIRED FOR INSTALLATION .............................................................................. 6

LOG IN TO THE SOFTWARE ................................................................................................................ 10

CREATING A USER AND REGISTERING A SIGNATURE .......................................................................... 16

HOME PAGE ...................................................................................................................................... 18

SLUDGE/BILGE GRAPH EXPLANATION. ............................................................................................... 25

DETAILS ON GRB STORAGE LOCATION DIAGRAM. .............................................................................. 26

MAP FEATURES ................................................................................................................................. 27

MAKING AN ENTRY IN A RECORD BOOK (ALL LOGS) ........................................................................... 32

GRB- RECORDING INCINERATION ACTIVITY ........................................................................................ 42

CLEARING USER CONCURRENCY ........................................................................................................ 48

ATTACHING RECEIPTS & ENDORSEMENTS .......................................................................................... 53

CHANGING TIME ZONE ...................................................................................................................... 55

SIGNING OFF AN ENTRY FROM THE HOME SCREEN ............................................................................ 58

DECLINING AN ENTRY AND CAPTURING A REMARK ........................................................................... 60

ONLINE EXPORT FUNCTIONALITY ....................................................................................................... 61

SOFTWARE AUTO BACK UP ................................................................................................................ 68

DATABASE BACKUP ........................................................................................................................... 69

INDEX OF ACTIVITIES IN DIGITAL LOGBOOK ....................................................................................... 78

DECK LOG BOOK ................................................................................................................................ 79

OVERVIEW PAGE OF DECK LOG .......................................................................................................... 80

MAKING AN ENTRY AND SAVING AN ENTRY IN DECK LOG .................................................................. 83

FILTERING AND VIEWING ACTIVITIES IN EVENT LOGS ......................................................................... 99

LOGBOOK INSTRUCTION PAGE - PDF DOCUMENT ............................................................................ 101

CHECKLISTS ..................................................................................................................................... 104

ACCESS TO ENGINE LOGBOOK ......................................................................................................... 106

INTRODUCTION ............................................................................................................................... 107

AMENDING OR DELETING AN ENTRY IN ENGINE LOG ....................................................................... 112

VIEWING RECORDS IN ENGINE LOGBOOK ........................................................................................ 114

DECK LOG BOOK DATA TO VDR ........................................................................................................ 119

SECURITY STANDARDS..................................................................................................................... 121

PROTECTION FEATURES (ENABLING CORRECT/ERROR FREE OPERATION) ......................................... 121

USE OF ELECTRONIC RECORD BOOKS - MEPC 312.74 ........................................................................ 122

✔ Security by password protection

✔ 3 step verifications as per role

✔ Automatic validation of entries (capacities, units, special areas, other criteria)

✔ Validations to ensure completeness of records/entries

✔ Complete history of records, with no limitation on the storage period

✔ Flexibility to create user-defined entries

✔ Inclusion of company-specific rules

✔ Electronic image-based biometric signature for authentication

✔ Encrypted storage – access to data only through the software

✔ Tamper proof and secure (entry cannot be altered)

✔ Captures detailed logs of user activity, operations, and alerts

✔ Tasks lists for each user, status updates

✔ Attachment upload against entries (receipts etc.)

✔ Back up of data and archiving every 24 hours

✔ Easy recovery from back up files

✔ Easy printing of historic records and selection of periods to print

✔ Tracking and uploading PSC endorsements/Control by Shore Authorities

✔ Diagram of piping and ships tanks

✔ Daily sounding & tracking of contents

✔ Graphical display of sludge and bilge water generation

✔ Export feature to an office server

✔ Seamless software updates with continuity of existing data

✔ Easy to use & saves time

Required Configuration of Hardware

● Minimum RAM - 2 GB, (Free Memory)

● Minimum Free Disk space – 10 GB

● Microprocessor Speed – 1.5 GHz or faster processor.